Collaborating with remote team members is increasingly the norm, but it can be difficult to keep up without some advanced tools. We’ve put together this guide on how you and your co-workers should collaborate in order for projects get done successfully! Some of these suggestions may already exist within your company; if not then now’s definitely an ideal time start implementing them as soon as possible because we know that success begins at home – literally.
The best way to keep your team connected and aligned is by having regular meetings. These are a great opportunity for everyone on the project or initiative, even those who don’t work directly with you! Meetings allow individuals from different departments/divisions within an organization come together in one space so that they can provide input before key updates happen without hesitation which ultimately leads them towards more harmony throughout all parties involved
The key to successful meetings is consistency and avoiding rescheduling. The right frequency for your team will depend on the number of meetings per week, but make sure everyone knows about upcoming deadlines or events in advance so that they can prepare appropriately without feeling stressed out by being unexpectedly contacted at any point during a meeting!
If you want your remote team to become a close-knit group of friends, it’s important for them not only spend time together in person but also on the same page. You could also do other things, like:
- Scheduling quick activities like lunch or coffee breaks between meetings can help create more camaraderie since there aren’t as many opportunities as possible for casual interactions outside those settings
- Running an interactive game show where members compete against each other based off information shared during previous conversations might be just what everyone needs – even if they’re hundreds apart geographically!
When video conferencing, try to schedule team-building activities so that everyone is able participate. If this isn’t possible due time zone conflicts or if you find yourself with an uncooperative employee who doesn’t want anything exciting happening in their work life, then focus on asynchronous methods of building relationships instead such as these:
- “Ask a fun ice breaker question over Slack” and have each person answer it.
- After all responses are received compare notes about who knows whom best among members
- Maybe someone has been noticing some interesting pattern where nobody else does? This could make for great conversational threading during meetings too!
To avoid burnout among remote workers, it is important to have boundaries between their work lives and homebound periods. This can be done by respecting different time zones as well providing support when needed through championing team successes or appreciation for job well-done efforts from employees on your team who are not located close enough so they do not feel like there isn’t someone nearby trustworthy always available at all times during business hours (which would likely lead them towards feeling disconnected).
It’s easy to get into the habit of scheduling too many Zoom or conference calls, which can have negative impacts on team members’ work schedules and focus. The MIT Sloan Management Review reports that up to 50% time during meetings may be spent with non-essential information as well! To ensure virtual teams are productive without having unnecessary distractions from meeting times – such as those caused by over extensions like this one – develop clear guidelines around when it is appropriate for you guys meet face-to face versus discussing things remotely instead, so everyone knows what resources they need at their disposal.
To stay on top of the never-ending list of meetings, it is important to set time limits and have people participate in discussions. You can also break up large tasks into smaller chunks that are easier for you manage them because if they require more than 15 minutes then consider making an email rather than a physical meeting space available.
Productive meetings can be productive when you have a clear meeting purpose and goal. For example, before starting any business-related discussions with your boss or co-workers shorter than 30 minutes make sure there is an agenda item for that specific topic, so everyone involved knows what they’re expected to contribute toward reaching potential resolutions
If these pre-meeting rituals are skipped, then things may get confusion during discussion which leads people providing different opinions as well creating more work.
It’s important to ensure that all members of the remote team are on board with meeting scheduling. I recommend creating an agenda in advance and sharing it before starting your session, as well as distributing materials such slides or documents so people can read them at their own pace during meetings instead going through everything word for word live via Skype (which is impossible).
You may also want to use these tools like Slido which helps facilitate discussion by giving participants questions they then discuss amongst each other rather than having one person speak without interruption from others who could be listening unexpectedly because someone else might have joined.
Items such as meeting minutes, updates about company news and events, or other corporate material should be communicated clearly. If you want your message to reach the entire workforce effectively it’s important not only that all team members understand what is going on but also know how they can contribute by acting on items from one step in a process toward another. It may seem like common sense – after all we’re talking about communicating with people here-but sometimes clarity gets lost in translation because of language barriers (or perhaps even just different cultures).
When you’re trying to get things done, it can be hard knowing who needs an invite. The RACI framework is a great way of establishing criteria for deciding this!
Similarly, RACI stands for:
- Responsible: Which team member is in charge of the project?
- Accountable: Who will you rely on for this project?
- Consulted: Which team members need to give input on the project?
- Informed: Who will receive notifications about project updates?
In order to stay on top of your game, you need a team that’s always communicating. You may have seen remote collaboration and productivity tools becoming more popular with businesses over email or meetings, but these aren’t just for the office anymore! These apps allow people from all around different time zones can still communicate in real-time when needed while also working efficiently by sending files back forth through Slack channels rather than walking down hallways discussing work outside traditional business hours like before. A great way this creates camaraderie among employees because they’re able break away.
All shared resources should live in cloud storage, which allows team members to access the most current version of essential documents at any time. Enterprise-grade cloud and file-sharing services such as Google Workspace prioritize security and stability. When using these services, you will:
- Grant or restrict file access
- Require a corporate domain login
- Enable multi-factor authentication
- Create knowledge repositories
- Collaborate with colleagues on shared documents
- Organize documents by department or project
- View statistics about how teams use the cloud and files
Without a cloud system, employees may save or duplicate sensitive company documents to their hard drives for easy retrieval. Unfortunately, this misguided practice often results in compromised information security, lost files, and duplicate or outdated data.
By documenting the steps teams should follow when conducting work, you are more likely to keep operations streamlined. Process documentation is a big help in aligning your team and ensuring that they know what tools are being used for each task at hand so there aren’t any surprises downline!
It’s important to create process documentation that clearly outlines key steps for repeatable processes. This will allow you or someone else who is unfamiliar with the procedure, easy access and understanding of what needs do before they begin their job responsibilities in order make sure everyone on your team operates within agreed-upon guidelines while maximizing productivity! It can be helpful too if an employee has questions related towards any particular task at hand; this document provides answers inside themself, so all need only ask away once.
By encouraging team members to be transparent about their work, you are creating a culture that values honesty and asking questions. Without this kind of transparency in an organization there can often result confusion among different groups who feel out-of-the-loop from each other; resulting issues such as backlogs or even worse feelings on behalf for being lied too by those within management!
Transparency is the key to success. It will keep your team members engaged and allow for more creativity, which in turn increases productivity! Try breaking down silos by holding regular all-hands meetings with time dedicated just on answering questions from employees about company changes or explaining anything that might be confusion without giving away proprietary information – this type of exposure allows people’s input into how they want things done rather than simply accepting what someone else says out loud at an event (or even behind closed doors). Being honest can also help prevent problems before they start so there isn’t much surprise later when something goes wrong since everyone.
When you encourage honesty and ownership, team members may feel more empowered to experiment with new ideas. Practices that support accountability include utilizing tools like time trackers for data analysis in order gain insights on process improvement initiatives as well providing resources or training when needed by individuals who want it so they can explore different ways of working without fear of failure because there is no monitoring going forward if something does not work out – this provides empowerment!
When working remotely, it’s important to have clear guidelines about when team members should reasonably expect a response. This way there are no misunderstandings or confusion due to distance between each other- especially since people may not always be able communicate via instant messenger like they used in college! While these types of communications can still happen over email/chatting apps etc., regular meetings between managers will also help keep discussions lively and provide opportunities for individuals on different geopolitical landscapes work together more closely without feeling isolated from one another because their employers don’t allow face time anymore.
Listening is essential to clear and productive communication. When team members do not feel heard, they may tune out over time – leading the conversationally muted workforce that we see today where employees are less engaged than ever before. This lack of engagement can lead teams down a dangerous path which results in negative feelings on both sides. Micromanaging becomes more difficult as bosses attempt increasingly complex tasks with fewer resources available and employee’s sense unappreciated efforts.
Take remote collaboration to the next step
At Bradford Jacobs, we practice what we preach with our remote teams and we assist businesses take the step into a fully remote workforce with our services and global expansion solutions. Click here to talk to our team of consultants to learn more